Bookings Supervisor

JOB DESCRIPTION

The Bookings Supervisor oversees the daily coordination of freight bookings, ensuring accuracy, timeliness, and compliance with Standard Operating Procedures. The role involves supervising staff activities, monitoring Work In Progress (WIP) reports, resolving shipment discrepancies, and ensuring that booking confirmations and invoices are reconciled and handed over correctly.

Order and System Supervision

• Ensure that freight on floor (FF) scans are done by 16h00 daily.
• All shipments on incorrect statuses (as per FF scans) to be resolved by 17h00 daily.
• Any shipments still in bookings (as per FF) and due the following day must be resolved and routed to Crossdock (before 17h00)
• Split shipments identified from FF scans to be resolved by 17h00 daily.
• Shipments in incorrect lanes (as per FF scan) to be moved and resolved by 17h00 daily.
• Work In Progress (WIP) report to be managed daily to ensure that no shipments on “Awaiting Booking status” exceed 2 days inactive.
• Work In Progress (WIP) report to be managed daily to ensure that no shipments on “Booked Awaiting Delivery status” are past due.
• Work In Progress (WIP) report to be managed daily to ensure that no shipments on “Linehaul Query status” exceed 2 days inactive.
• All booking confirmations and invoices for shipments booked for the following day to be obtained, reconciled against the National Bookings Schedule and handed over to Crossdock nightshift. The handover must be signed by both the Bookings Supervisor and Crossdock Supervisor.
• Supervise staff work by observing daily activities, ensuring that each task is performed in strict accordance with Standard Operating Procedures (SOPs).
• Ensure operational tasks are completed efficiently, with attention to accuracy, timeliness, and compliance with customer requirements.
• Maintain professional conduct by setting a consistent example of discipline, integrity, and respect in all interactions.
• Resolve operational issues by investigating concerns raised within the hub and transport, applying practical solutions, and preventing recurrence.
• Support shift handovers by conducting formal briefings, ensuring that critical information is communicated clearly to the incoming team.

Reporting and Documentation

• Maintain Work In Progress (WIP) Reports daily.
• Distribute Bookings Schedule to Crossdock and Transport departments daily by 16h00.
• Ensure all booking confirmations and invoices are obtained and safely handed over to Crossdock.

Query Resolution and Customer Support

• Analyse and clear WIP reports within specified timeframes to prevent operational delays.
• Resolve problem parcels and customer queries on the day received.
• Respond promptly to booking queries raised, keeping all relevant stakeholders informed of resolution.

Operational support

• Maintain housekeeping standards daily to ensure a safe and organised working environment.
• Enforce correct dress code in line with Standard Operating Procedures.
• Uphold professional conduct consistently in all operational interactions.
• Provide support in additional operational tasks as required to maintain workflow continuity.

Health and Safety

• Ensure strict adherence to workplace health and safety standards at all times.
• Promote and uphold compliance with occupational health and safety requirements across all operational activities.

MINIMUM REQUIREMENTS

• Grade 12
• 5+ years’ experience in bookings within a logistics operation with three of the five years being in a supervisory role.
• Intermediate proficiency in Microsoft Office Suite, with the ability to prepare reports, maintain spreadsheets, and communicate effectively through Word, Excel, and Outlook.
• Proficiency in Freightware system.

SKILLS REQUIRED

• Strong communication skills to liaise effectively with internal stakeholders.
• Proven troubleshooting skills to resolve booking discrepancies and system queries promptly.
• Analytical skills to interpret system status reports and identify operational issues.
• Organisational skills to maintain filing systems, reports, and documentation effectively.
• Intermediate proficiency in Microsoft Office Suite, with the ability to prepare reports, maintain spreadsheets, and communicate effectively through Word, Excel, and Outlook.
• Proficiency in Freightware system.

PERSONAL ATTRIBUTES

• Detail-oriented
• Proactive
• Customer-focused
• Analytical
• Professional
• Resilient
• Adaptable
• Collaborative

KNOWLEDGE

• Knowledge of Freightware system
• Knowledge of WIP and Bookings Schedule
• Knowledge of Booking Confirmations, customer delivery documentation and Chep Hire slips
• Knowledge of health and safety standards in operational environments.

DISCLAIMER

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within 4 weeks (28 days) of submitting your application, please consider your application unsuccessful on this occasion.

We appreciate the time and effort you have invested in your application and encourage you to apply for future opportunities that match your skills and experience.

We wish you every success in your job search and thank you for considering our company as a potential employer.

Kind regards,
The Recruitment Team

Work Location: In person